Interpretation and Translation Services

The vendor is required to provide interpreters and translators to provide timely information and resources to communities with limited english proficiency in times of disaster.
- Interpretation
• Types of interpretation
o Describe the vendor’s ability to deliver interpretation in-person by phone, and through VRI
o Describe the vendor’s ability to provide both consecutive and simultaneous interpretation for both in-person and VRI assignments
o Describe the vendor’s procedure for determining whether consecutive or simultaneous interpretation is appropriate based on the assignment
• Virtual remote interpreting (VRI)
o Describe the vendor’s ability to provide on-demand VRI services at various locations in the new office area, including areas where a wired internet connection may not be available
• On-demand telephonic interpreting (language line)
o Describe the vendor’s ability to provide a language line service that can be activated as needed, with 24/7 availability once activated
o Describe the vendor’s ability to provide instant access to interpretation via language line. provide an estimated average connection time for all languages.
• Technological requirements
o Describe the vendor’s ability to provide all necessary technological requirements for accessing and facilitating zoom and microsoft teams’ interpretation
• Multiple assignments
o Describe the vendor’s procedure for receiving, tracking, and responding to multiple simultaneous requests for service, including strategies for communicating with requestors about assignments and providing timely updates in the event of changes
o Describe the vendor’s procedure for assigning interpreters based on assignment type and experience level
• Power outage
o Describe the vendor’s procedure for ensuring uninterrupted provision of telephonic, VRI, and in-person services in case of power outage or system failure
• Emergency activation
o In the event of an emergency activation, office may require interpretation services for press briefings, public warnings, and delivery of other critical information. 
o The vendor shall be able to provide an interpreter and translator to stay in the emergency operations center (EOC) for the duration of the incident. 
o Lodging and meals will be provided for the interpreter(s) and/or translator(s).
o In some cases, office will be aware of an imminent demand for immediate interpretation services, but will not know exactly when or where services will be needed, typically in the event of a local emergency or disaster.
o In this circumstance, the vendor shall be able to provide an interpreter to be on-call to respond immediately once the request details are confirmed.
- Translation
• Alternative forms of translation (transcreation, dubbing, and sight translation)
o Describe the vendor’s experience adapting and translating digital content across platforms such as PowerPoint or Canva, ensuring that translated material retains the original tone, style, and intent
o Describe the vendor’s experience in dubbing to create accurate audio tracks for video content, ensuring alignment with original visuals and message
o Describe the vendor’s experience in sight translation, specifically the ability to read and orally translate written material in real time
• Glossaries
o Describe the vendor’s ability to create or use existing glossaries for translation consistency and organization-specific terminology
• Translation tools
o Describe any additional innovations that the vendor uses for providing translation services (i.e., translation memory, fuzzy matching, computer-assisted translation)
• Review and editing
o Describe the response process if additional edits are required to be made to a project after feedback is received
• High volume of requests
o Describe the vendor’s procedure to receiving, tracking, and responding to multiple consecutive translation requests without compromising quality
• Emergency activation
o In the event of an emergency activation, office may require translation services to prepare emergency notifications, press briefings, media releases, and other documents. 
o The vendor shall be able to provide a translator to stay in the EOC for the duration of the incident. 
o Lodging and meals will be provided for the translator(s).
- Contract Period/Term: 3 years
- Pre-Submittal Conference Date: July 22, 2025
- Questions/Inquires Deadline: July 25, 2025